Document Sorting
At the heart of the plant engineering and automation industry, efficiency is not optional: it is the engine that drives growth and competitiveness. A client, NTE Process, found itself facing an obstacle: the manual management of CE certifications, datasheets, and material compliance declarations from purchased suppliers. An activity that seems routine but actually absorbs significant time from the operations team each year, between searching through messages, opening attachments, and entering data into the management system.
A Routine That Costs Time and Resources
Imagine receiving several emails from suppliers every day, each accompanied by numerous attachments on average. The operator must identify the reference order, open the files one by one, extract various data such as the certification type, and save everything in the correct folder of the document management system. Just one out-of-place detail, a non-standard file name, an ambiguous email subject, or a poorly scanned PDF can trigger delays, errors, or worse, documentation gaps.
For NTE, this translated into real bottlenecks: wasted work hours and, on the economic front, a significant annual cost for this activity alone.
The Case Study
To address this challenge, NTE chose to collaborate with us at Mastranet AI. The idea was simple: transform a high-manual-effort process into an automated and integrated workflow.
- Automatic Forwarding
Every incoming email containing purchase documentation is instantly forwarded to the system, eliminating the need to consult each document manually. - Intelligent Classification
The AI recognizes the document type (CE certification, datasheet, compliance declaration, etc.) and assigns each one a precise category. - Key Information Extraction
Using LLM and GenAI plus optical character recognition, the system extracts order numbers, dates, and every other useful piece of data. - Archiving in the Management System
The information is automatically inserted into the correct folder associated with the purchase order. Thanks to direct integration, the AI also verifies document completeness and flags any missing attachments.
Tangible Results and Immediate ROI
The change was felt right away. Previously, sorting a single email took several minutes on average; today, it takes just a handful of seconds to complete the entire flow. This translates not only into time savings but into a concrete reduction of the operational workload: FTEs reabsorbed from low-value activities, with a significant economic and time gain.
But the real added value goes beyond the numbers. By freeing the team from repetitive tasks.
NTE Process was therefore able to gain:
- Greater Accuracy: no more lost or misclassified files.
- Complete Control: automatic verification ensures nothing slips through the document checklist.
- Scalability: the system is ready to also handle DDTs, invoices, and quotes, becoming an efficiency engine for other business processes.
- Focus on Strategic Activities: the team focuses on analysis, optimization, and innovation rather than administrative tasks.
Why Typelens Is the Ideal Software
Typelens is not a "stand-alone" solution: it is a modular ecosystem that integrates with any management system and email flow, offering:
- Rapid setup, thanks to the workflow builder and AI already trained on document types such as DDTs, POs, Invoices, Quotes...
- Continuous support, with performance monitoring and model refinement.
- Immediate ROI, visible from the very first month thanks to drastic reductions in processing times.
This modular approach enables scaling efficiency, consolidating a lasting competitive advantage.
In an increasingly fast and complex market, reducing process times is not just a nice result: it is the key to freeing up energy, innovating, and looking ahead. With Typelens, NTE Process has demonstrated how intelligent automation can transform a seemingly marginal activity into a growth driver.